Estates and Operations Department Administrator

Job Introduction

Required for: as soon as possible. We are looking for an exceptional individual to work as part of our Estates and Operations Team. They will provide high-quality administrative and operational support of the Estates department working across both schools, ensuring a high quality and cost-effective facilities management service.

Key Responsibilities

• Collate and maintain accurate records of estates documentation including statutory certificates, service reports, and maintenance schedules.
• Support the coordination of planned and reactive maintenance across multiple school sites and monitor the works docket system.
• Prepare correspondence reports and data summaries for the Head of Facilities / Estates and senior management.
• Manage contractors’ documentation including risk assessments, insurance certificates, and any onboarding needed.
• Work with Head of Facilities to keep up to date records on the vehicle fleet.
• Record and collate all utility readings for both schools.
• Ensure the distribution of deliveries and escort contractors when required.
• Function as a central point of contact for estates queries.
• Coordinate site visits, permits to work, and access arrangements.
• Maintain central compliance trackers covering fire safety, asbestos, water hygiene, electrical testing.
• Assist in preparing documentation for audits and inspections.
• Support procurement activities, tender processes, and supplier performance tracking.
• Support the management of residential lettings and properties.
• Provide administrative support for capital work, refurbishment projects and maintenance programmes.

Working at [Employer hidden — sign up to reveal]

[Employer hidden — sign up to reveal] is a busy, purposeful and vibrant place to be and an excellent workplace. The community is made up of around 750 pupils, 120 teaching staff and 108 support staff. Our staff are friendly and welcoming, and all newcomers quickly become part of the rhythm of life here. There is a real sense of community here as, being a boarding school many members of staff and pupils live on site and the School’s premises are very much treated as a home away from home.

The School

[Employer hidden — sign up to reveal] is an independent day and boarding school for boys aged 13-18 and girls aged 16-18, with a long history, a distinctive ethos, and a unique sense of place in the very heart of London. Pupils achieve exceptional examination results and entrance to some of the top universities in the world. By 2030, all year groups at [Employer hidden — sign up to reveal] and [Employer hidden — sign up to reveal], from ages four to 18, will be fully co-educational.

Benefits

• Free school meals when on site
• Generous School pension scheme
• Free access to the School’s leisure facilities, including a fitness gym
• Cycle to Work Scheme and season ticket loans
• Private medical insurance (opt in)
• Discretionary Christmas shutdown period
• Professional development opportunities
• School fee remission

Safeguarding and Equal Opportunities

[Employer hidden — sign up to reveal] is committed to safeguarding and promoting the welfare of children. Applicants must be willing to undergo child protection screening. We are an equal opportunities employer.